Online Administrative Student Information System (OASIS) Enrollment Quick Reference Guide RIA Procedures. Version 1 March 2011

Transcription

1 Online Administrative Student Information System (OASIS) Enrollment Quick Reference Guide RIA Procedures Version 1 March 2011

2 Managing Residency and International Admissions Data Adding an RIA Application Updating an RIA Application Deleting an RIA Application Generating an Intake Form Introduction The Online Administrative Student Information System (OASIS) provides a central location for viewing and updating student administrative data online. Using the OASIS Enrollment module, you can manage residency and international admission data used to clear students for enrollment. The OASIS Web pages represented in this document might vary slightly from those on your screen. Some OASIS functions are available only during specific times of the year and are shown and accessible only during those times. For readability, you can press Ctrl+L to view this document in Full Screen Mode. Press the Esc key to return to normal viewing mode. 2

3 Managing Residency and International Admissions Data Some students must start their enrollment at the Residency and International Admissions (RIA) office in the Department of Student Services: International students whose parents have established a bona fide residence in Montgomery County International students who are residing in Montgomery County without parents and requesting a waiver of tuition residing with parents who live in housing with a short-term lease residing with a non-custodial parent An exchange student holds a J 1 Visa and is under an approved exchange student program. A non-immigrant student holds an F 1 Visa and must be approved by the Immigration and Naturalization Service. A visitor holds a B 1 or B 2 Visa and comes for the sole purpose of visiting the United States. RIA is the only unit in MCPS authorized to start and monitor compliance with procedures and regulations for the admission of non-immigrant visitor status students (F 1) and exchange students (J 1). Adding an RIA Application To add an RIA application for a student, you must do the following: 1. Verify or generate a student ID. over that age of 18 and self supporting residing with parents and awaiting completion of permanent housing within 60 days Foreign students 2. Update or enter the student s address and phone number. 3. Input RIA data for the student. To verify or generate a student ID: 1. Log in to OASIS. MCPS regulation JEA-RC, Enrollment and Placement of International and Foreign Students includes definitions of international and foreign students: International students are Students from other countries with bona fide residency in Montgomery County who have not attended school in the United States at any time during the prior 2 years 2. At the top of the page in the tab bar, hover your mouse over the ENROLL- MENT tab to display a menu. United States citizens who attended a foreign school outside of the United States, and interpretation of documentation, including educational records, is needed by the school for placement Foreign students are persons of school age who are not United States citizens, maintain an official residence in another country, and come to the United States with visa status to visit or study. 3. On the menu, select Enrollment Search\ID Gen to begin the process of determining if the student already has an MCPS student ID or to generate one. 3

4 4. In the Enrollment Search section of the Enrollment Main Page, enter all of the information you have about the student, but at least the first and last name, gender, and birth date. In the Enrollment Search section, you cannot use a wildcard (%) to enter part of a name or number. 5. Click the Search button. Results are displayed below your search parameters. 7. In the Generate New Student ID section of the Enrollment Main Page, complete the information for the student, including the student s social security number if known. 8. Click the Generate Id button. The Enrollment Main Page will open. If you have not entered a social security number, you will be prompted to enter one. Click OK to clear the message, and click the Generate Id button again to proceed. The student ID will be displayed on the Enrollment Main Page at the top of the Student Enrollment List. Green highlighting indicates the part of the student record that matches your search parameters. The right-most column is a rough indicator of the strength of the matches on a scale of 1 to 6, with the lower number indicating the closest match. If an exact or very close match is found, verify if it is the student. If it is, proceed with the instructions for updating or entering the student s address and phone number, which begin in the next column. If it is not the same student, proceed to the next step to generate an ID. 6. Click the Gen ID button to generate a unique ID for the student. To update or enter the student s address and phone number: 1. On the left of the page in the Enrollment Main Page menu, select Update Address/Phone. 4

5 2. Scenario A Student Previously Enrolled at MCPS: The last known school, address, and phone number for the student will be displayed. Make any necessary changes, click the Save button, then proceed with the instructions for inputting RIA data for the student, which begin in the next column. NON MCPS address is not in Montgomery County or is a new street not yet found in OASIS, or the student will pay tuition, for example. 4. Complete the address for the student. Address fields are displayed on the page based on the residency type selected. For the OUT OF AREA MCPS residency type, only zip codes and street detail valid within Montgomery County are available for selection. When entering an address for the OUT OF AREA MCPS residency type, first enter the zip code then enter the remaining address in the order of the fields on the page. 5. In the Home Phone field, enter the home phone number. If there is no landline phone at home, enter a parent s, host parent s, or guardian s cell phone number, if provided, but not the student s cell phone number. Although you do not have to enter a phone number to proceed, it is recommended that you do so. Scenario B Student is New to MCPS: Proceed with the next step. 6. Click the Save button. After a student is actively enrolled, only designated school staff can change the student s address and phone number. To input RIA data for the student: 1. Go to the tab bar at the top of the page. 2. Hover your mouse over the ENROLLMENT tab to display a menu. 3. In the Residency Type field, select one of the following locations for the student s address: OUT OF AREA MCPS (most likely selection) address is in Montgomery County, but the student has not yet been designated a home school area. 3. On the menu, select RIA. On the left, RIA Data Input links will be displayed. You can progress through data input pages by clicking any one of these links. Sometimes you can advance to the next data input page by 5

6 either clicking the Save button or the Next button on the open data input page. 5. Enter on this page information provided during intake. 6. Click the Save button. The Contact Information page will open. On the right, the RIA Student Detail page will open. 4. On the RIA Student Detail page, click the New button. The Student Information page will open. 7. On the Contact Information page, enter the name of and phone numbers for the adults responsible for the student s care. 8. Click the Save button. The information that you entered will be displayed at the bottom of the page. 6

7 11. Enter the name, relationship, and date of birth of any siblings, and in the In MCPS? field select Yes or No to indicate if the sibling is an MCPS student. 12. Click the Save button. The information that you entered will be displayed at the bottom of the page. 9. At this point, you can do the following: Enter information for an additional responsible adult, and click the Save button. Click the Update link for any of the adults listed to change any information entered. Click the Delete link to remove an adult from the list. Click either the Siblings Information link on the left of the page or the Next button to enter information about the student s brothers and sisters, if applicable. 10. When you are ready to proceed, open either the Siblings Information page or the History of School I page if the student has no siblings. If the latter, go to step At this point, you can do the following: Enter information for an additional sibling, and click the Save button. Click the Update link for any of the siblings listed to change any information entered. Click the Delete link to remove a sibling from the list. Click either the History of Schooling I link on the left of the page or the Next button to begin entering school history information. 14. When you are ready to proceed, open the History of Schooling I page. 7

8 17. At this point, you can do the following: Managing Residency and International Admissions Data Enter information for any additional schooling history, and click the Save button. Click the Delete link to remove a schooling history entry from the list. Click the Schooling History II link on the left of the page to enter additional schooling history information. To update a schooling history entry, you must delete the entry then reenter it. 15. Do one of the following: If the student s school history in unknown, click to check the N/A, there is no school history available check box. 18. When you are ready to proceed, open the History of Schooling II page to continue entering schooling history. Enter the information requested about the location and status of the student s schooling at each grade level. If the grade level in the To Grade field has not yet been completed, enter a value in the US Grade Comp. (U.S. grade completed) field to indicate the previous grade level completed. 16. Click the Save button. The information that you entered will be displayed at the bottom of the page. 8

9 19. Enter the information requested, and click the Save button. The School Assignment page will open. After you select one of these placement recommendations, the appropriate selection list in the Grade Level Rec. (grade level recommendation) field will become available. 22. In the Grade Level Rec. field, select a recommended grade level for the student. 23. In the Comments field, enter reasons for recommendations or other explanatory information. 24. Click the Save button. The Residency Status page will open. 20. In the If not ESOL (Home School) field, select the appropriate school assignment or, when recommending a student for the Multidisciplinary Education, Training, and Support (METS) program, select the appropriate school level. The METS program is designed to meet the linguistic and academic needs of English language learners who have had limited or no previous schooling or schooling gaps of 2 years or more due to interrupted or disrupted education. The Cluster and Assigned fields should fill in automatically based on the selection in the If not ESOL (Home School) field. To be able to select an option in the If not ESOL (Home School) field, you must have entered an address for the student. The selection of home schools is based on the address. 21. In the Grade Placement Rec. (grade placement recommendation) field, select one of the following options: Special Grade Placement placement in METS or grade level other than the regular grade level. In the Comments field, state the reason for this recommendation. 25. On the Residency Status page, enter a recommendation for enrollment based on an evaluation of RIA residency documentation selected on the page. 26. Click the Save button. The Referrals page will open. Regular normal placement for any student of this age and grade level. Principal s Decision placement in special education. 9

10 27. On the Referrals page, select any special services recommended, and check the Parent Questionnaire check box. Later maintain the status and outcome of these recommendations on this page. 28. Click the Save button. The Documents page will open. This page is not being used at this time, so proceed with the next step. 29. If the student has not been cleared, on the left of the page under Data Input, click the Comments link. The Comments page will open. 10

11 4. On the menu, select RIA. The RIA Student Detail page will open. 30. On the Comments page, enter any comments you have about the student not being cleared. 31. Click the Save button to save the comments and enter another comment if desired. Updating an RIA Application While updating an RIA application, if you repeatedly click an RIA Data Input link and the RIA Student Detail page continues to display, then on the RIA Student Detail page in the RIA Application List, click the Edit/View Application link for the application you are updating. You should then be able to open another data input page by clicking the appropriate RIA Data Input link. 5. In the RIA Application List, click the Edit/View Application link for the application you want to update. On the left of the page are RIA Data Input links for opening pages in the student s RIA application. 1. Log in to OASIS. 2. Search for the desired student record. 3. At the top of the page in the tab bar, hover your mouse over the ENROLL- MENT tab to display a menu. 6. Click the desired RIA Data Input links to open and update the appropriate pages. 11

12 7. Click the Save button on each page that you update. Deleting an RIA Application 1. Log in to OASIS. 2. Search for the desired student record. Generating an Intake Form The Intake Form is a formatted, printable, portable document format (PDF) version of information entered on a student s RIA application in OASIS. Following are instructions for generating the Intake Form. 1. Log in to OASIS. 2. Search for the desired student record. 3. At the top of the page in the tab bar, hover your mouse over the ENROLL- MENT tab to display a menu. 3. At the top of the page in the tab bar, hover your mouse over the ENROLL- MENT tab to display a menu. 4. On the menu, select RIA. The RIA Student Detail page will open. 4. On the menu, select RIA. The RIA Student Detail page will open. 5. On the RIA Student Detail page in the RIA Application List, click the Delete link for the application you want to delete. 6. A message will be displayed prompting you to confirm that you want to delete the application and everything attached to it as well. 7. On the message, click the OK button to confirm deletion. 5. In the RIA Application List, click the Edit/View Application link for the application for which you want to generate the form. On the left of the page are links for performing various RIA functions. 12

13 6. Under Reports, click the Intake Form link. The Intake Form will open in Adobe Reader. In Adobe Reader, you can select options from the File menu to print, save, and exit. A sample Intake Form is shown on the next page. 13

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15 Montgomery County Public Schools 850 Hungerford Drive, Rockville, Maryland 20850